Get Organized – I9 Forms Need Special Attention
I always begin an I-9 audit by requesting a current payroll list and all current employee Forms I-9 in alphabetical order. This should be the SIMPLE part of the audit but you would be surprised at the problems this can create.
Some companies are keeping their I 9 forms in employees’ personnel files requiring that every single employee file be accessed, the I-9 removed and sorted in alphabetical order. Some companies are keeping current and terminated employees’ I-9 forms together, making it necessary to go form by form to check for a termination date and separating current from former employees. Some companies are keeping forms by employee number or badge number rather than in alphabetical order and still some are keeping the forms in off-site storage locations, home offices, etc.
Best Practices for storing the Form I-9 include:
- Keep originals in binders in alphabetical order and scan them to a file on your server in alphabetical order.
- If using E-Verify, keep the E-Verify confirmation with the copies of the documents recorded in Section 2 of the Form I-9.
- ALWAYS separate I-9 forms from the employees’ personnel files.
- Keep current employee I 9 forms separate from past employees I 9 forms. Store terminated employees forms in reverse date order to facilitate adherence to retention guidelines.
You may want to consider an electronic solution for both completing and storing the Form I-9. Using an electronic system virtually eliminates errors when completing the form and facilities simple storage, maintenance, and destruction of the I-9 and supporting documents including E-Verify. I-9 Okay offers a complete electronic solution for I 9 compliance. Don’t leave your company at risk for huge non-compliance fines and penalties.
Tags: 3rd party audits, E-Verify, Form I-9, i 9 autit, I-9 audits, I-9 Form, i9 forms
E-Verify, Form I-9, I 9 Review and Audit, I-9 Compliance | admin | 
October 12, 2009 11:41 am
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